Annex A
Complaint Procedures
Receipt of Complaints
- Telephone Hotline: Any person with a
Complaint can call +86-10-6621-0625 to submit his or her
Complaint by leaving a telephone message. Employees who
call this number may, but need not, leave their name, telephone
number, email address or other personal information and
the investigation that follows from any employee call will
be conducted in a manner that protects the confidentiality
and anonymity of the employee making the call to
the fullest extent possible, consistent with the need to
conduct an adequate review. The intake telephone
message will be reviewed by a member of the Audit Committee
designated to review hotline telephone messages. The designated
Audit Committee member shall review the hotline telephone
messages at least twice a week. The person administrating
the hotline shall notify the designated Audit Committee
member as soon as a new telephone message has been recorded.
Among other things, the following information should be
given to the person reviewing the telephone message:
- If an employee, the division of the company in which
the caller works and, if a non-employee, where such person
is employed or such person’s relationship to the
company;
- Any relevant information concerning the allegations;
- Name, telephone number and / or email address of the
caller (unless an employee decides to remain anonymous,
in which case, other channels of communication through
which the designated Audit Committee member may initiate
an adequate review of the allegations).
The information from the call will be documented in a format
acceptable to the Company and the Audit Committee and shall
include at a minimum a written description of the information
received concerning the Complaint allegations.
- Written Complaints: Any person may submit a written
Complaint to the Chairman of the Audit Committee at either
knlee@starhub.net.sg
or to the following address: 58 Belmont Road, Singapore
269890. Employees submitting this information may, but need
not, provide their name, telephone number, email address
or other personal information and the investigation that
follows from a Complaint from an employee will be conducted
in a manner that protects the confidentiality and anonymity
of the employee submitting the Complaint to the fullest
extent possible, consistent with the need to conduct an
adequate review.
Treatment of Complaints
- A Complaint made under these procedures will be directed
to the full Audit Committee or other designated management
personnel who will report directly to the Audit Committee
on such matters.
- The Audit Committee will review the Complaint, and may
investigate such Complaint itself or may assign another
employee, outside counsel, advisor, expert or third-party
service provider to investigate, or assist in investigating
the Complaint. The Audit Committee may direct that any individual
assigned to investigate a Complaint to work at the direction
of or in conjunction with the Audit Committee or any other
person in the course of the investigation.
- Unless otherwise directed by the Audit Committee, the
person assigned to investigate will conduct an investigation
of the Complaint and report his or her findings or recommendations
to the Audit Committee. If the investigator is in a position
to recommend appropriate disciplinary or corrective action,
the investigator also may recommend disciplinary or corrective
action.
- If determined to be necessary by the Audit Committee,
the Company will provide for appropriate funding, as determined
by the Audit Committee, to obtain and pay for additional
resources that may be necessary to conduct the investigation,
including without limitation, retaining outside counsel
and/or expert witnesses.
- At least once each calendar quarter and whenever else
deemed necessary, the Audit Committee will submit a report
to the Board that summarizes any new Complaint made within
the last 3 months and any outstanding Complaints that remain
unresolved and shows specifically: (a) the complainant (unless
anonymous, in which case the report will so indicate), (b)
a description of the substance of the Complaint, (c) the
status of the investigation, (d) any conclusions reached
by the investigator, and (e) findings and recommendations.
- At any time with regard to any Complaint, the Audit Committee
may specify a different procedure for investigating and
treating such a Complaint, such as when the Complaint concerns
pending litigation.
Access to Reports and Records and Disclosure
of Investigation Results
All reports and records associated with Complaints are considered
confidential information and access will be restricted to
members of the Audit Committee, the Company’s legal
department, employees or outside counsel involved in investigating
a Complaint as contemplated by these procedures. Access to
reports and records may be granted to other parties at the
discretion of the Audit Committee.
Complaints and any resulting investigations, reports or resulting
actions will generally not be disclosed to the public except
as required by any legal requirements or regulations or by
any corporate policy in place at the time.
Retention of Records
All Complaints and documents relating to such Complaints
made through the procedures outlined above will be retained
for at least five years from the date of the Complaint, after
which the information may be destroyed unless the information
may be relevant to any pending or potential litigation, inquiry,
or investigation, in which case the information may not be
destroyed and must be retained for the duration of that litigation,
inquiry, or investigation and thereafter as necessary.
Third party contractors
In the event that the Company contracts with a third party
to handle Complaints or any part of the complaint process,
the third party will comply with these policies and procedures.
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